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3Document Productivity Working with Tables and Mail Merge

CASE STUDY | Traylor University Economic Impact Study

As director of marketing and research for Traylor University, a mid-sized university in

northwest Nebraska, you have been involved with an economic impact study during

the past year. The study is designed to measure as closely as possible the contribution of

the university to the local and state economy. The scale of the study is large, measuring

direct, indirect, and induced effects on employment, employee compensation, and

spending. An evaluation of data led university researchers to conclude that Traylor

University serves as a critical economic driver in the local community and, to a lesser

extent, the state of Nebraska. It is your job to summarize those findings and see that

they are accurately reflected in the final report.

Your assistant has prepared a draft of an executive summary that you will present

to the board of trustees, outlining the major findings and conclusions. The summary

is designed to provide a snapshot of the study process and findings. The best way to

present some of the data analysis will be through tables, which your assistant is not very

familiar with, so you will take responsibility for that phase of the summary preparation.

The economic impact study is of interest to community leaders and groups throughout

the university’s service area, so you will send the executive summary, along with a

cover letter, to those individuals. You will use Word’s mail merge feature to prepare

personalized letters and mailing labels.

OBJECTIVES AFTER YOU READ THIS CHAPTER, YOU WILL BE ABLE TO:

1. Insert a table p. 260

2. Format a table p. 265

3. Manage table data p. 274

4. Enhance table data p. 279

5. Create a Mail Merge document p. 289

6. Complete a Mail Merge p. 293

260 CHAPTER 3

Tables A table is a grid of columns and rows that organizes data. As shown in Figure 3.1, a table is typically configured with headings in the first row and related data in following rows. The intersection of each column and row is a cell, in which you can type data. A table is an excel- lent format in which to summarize numeric data because you can easily align numbers and even include formulas to sum or average numbers in a column or row. Text can be included in a table as well. Although you can use tabs to align text in columns in a Word document, you might find it quicker to create a table than to set tabs, and you have more control over format and design when using a table.

FIGURE 3.1 Word Table

Cell

Heading row

Word’s Table feature is a comprehensive but easy-to-use tool, enabling you to create a table, add and remove rows and columns, format table elements, include formulas to sum- marize numbers in a table, and customize borders and shading. When you create a table, you specify the number of columns and rows that should be included. For example, the table shown in Figure 3.1 is a 4x3 table, which means it contains 4 columns and 3 rows. Often, the number that you indicate turns out to be more or less than is actually necessary. Adding and deleting columns and rows is a simple task. In addition, you can merge cells, adjust row height and column width, and change alignment within cells.

In this section, you will learn to create a table. After positioning the table within a docu- ment, you will explore inserting and deleting columns and rows, merging and splitting cells, and adjusting row height and column width. Using Table styles, you will modify the appear- ance of a table, and you will adjust table position and alignment.

Inserting a Table Inserting a table in a document is an easy task. You can either create a table with uniformly spaced rows and columns, or you can draw a table with the mouse pointer, creating rows and columns of varying heights and widths. Regardless of how a table is created, you can always change table settings so that rows and columns fit the data included in the table.

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A table is an object; as such, it can be selected and manipulated independently of sur- rounding text. Although you can indicate precise table settings, such as column width and row height, you can also simply drag to increase or reduce the size of table elements, or adjust table settings by making selections from a dialog box. After selecting a column or row, you can delete or resize the item. You can even drag the entire table to reposition it, if necessary.

Insert an Excel Spreadsheet

If you are familiar with Microsoft Excel, you can insert an Excel spreadsheet into a docu-

ment and format it as a Word table. The advantage is that when you double-click a cell in

the table, it reverts to an Excel spreadsheet, so you can use Excel commands and func-

tionality with which you are familiar to modify the table and create formulas. To insert an

Excel spreadsheet, click the Insert tab, click Table, and then click Excel Spreadsheet. Enter

data in the Excel spreadsheet and click outside the spreadsheet to view it as a Word table.

Double-click any cell to return to Excel.

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FIGURE 3.2 Inserting a Table

Insert a table

Draw a table

Select from Quick Tables

Point to number of columns

and rows to include

Instead of inserting a table, you can draw a table. You might choose to draw a table if you know that rows and/or columns should have varying heights or widths. It is sometimes easier to draw rows and columns of varying dimensions when a table is created rather than to modify the dimensions later, as would be necessary if you inserted a table instead of draw- ing it. To draw a table, click the Insert tab, click Table in the Tables group, and then select Draw Table. As you move the mouse pointer over the document, it resembles a pencil. Drag a rectangle and then draw horizontal and vertical lines to create rows and columns within the rectangular table space. Press Esc when the table is complete. To erase a grid line, click the Table Tools Layout contextual tab and click Eraser in the Draw group (see Figure 3.3). Click a grid line to erase. When the line is erased, press Esc.

Create or Draw a Table

To insert a table with identically sized rows and columns, click Table in the Tables group on the Insert tab. Drag to select the number of columns and rows to include in the table, as shown in Figure 3.2, or click Insert Table to display the Insert Table dialog box, where you can indicate the number of rows and columns you want to include.

STEP 1››

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After the table structure is created, you can enter characters, numbers, or graphics in cells, moving from one cell to another when you press Tab or a directional arrow key. You can also simply click a cell to move to. As you type text in a cell, Word will wrap text to the next line when it reaches the right edge of the cell, adjusting row height if necessary to accommodate cell contents. To force text to a new line in a cell (before reaching the right cell border), press Enter.

Seldom will you create a table that is in final form as soon as data is entered. Instead, you are likely to find that additional rows or columns are necessary or that you have too many rows or columns. You might want to apply a table design to enhance the appearance or modify borders or text alignment. All of those activities are possible if you know how to select a table or individual table components.

Insert and Delete Rows and Columns

Having inserted a table, you might find the need for additional rows or columns. Or perhaps you overestimated the number of rows or columns needed and want to remove some. Word makes it easy to insert and delete rows and columns.

In a typical scenario, you have inserted a table and entered text in cells. As you complete the last row in the table, you find that an additional row is required. Simply press Tab to begin a new row. Continue entering data and pressing Tab to create new rows until the table is complete. Occasionally, you will want to insert a row above or below an existing row, when the row is not the last row in the table. You might even want to insert a column to the left or right of a column in a table. Word 2013 includes a new feature whereby you can insert rows or columns by clicking an insert control that displays when you point to the edge of a row or column gridline, as shown in Figure 3.3. To insert several rows or columns, drag to select the number of rows or columns to insert and click the insert control.

FIGURE 3.3 Inserting Rows and Columns

Insert control

Split Cells

Erase gridlines

Delete rows, columns, or a table

Merge Cells (dimmed because a row to mergeis not selected)

Table Select indicator

Insert rows and columns

Quick Tables

Word 2013 provides easy access to several types of tables, including calendars, tabular

lists, and matrices. Click the Insert tab, point to Quick Tables, and then select from a gal-

lery of table types. Modify the table content to personalize it.

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You can also use commands on the Table Tools Layout tab to insert rows or columns, as described in the following steps:

1. Click in the row that is to appear above the new row or the row that is to appear below the new row. If inserting a column, click in the column that is to appear to the left of the new column or click in the column that is to appear to the right of the new column.

2. To insert a new row, click Insert Above or Insert Below in the Rows & Columns group. To insert a new column, click Insert Left or Insert Right in the Rows & Columns group.

As you develop a table, you might determine that one or more rows or columns are unnecessary. If you want to delete an entire row or column (not merely the cell contents of a row or column), complete the following steps:

1. Select the row or column to delete (or drag to select multiple rows or columns). Position the pointer just outside the left edge of a row or just above the top edge of a column and click to select the row or column.

2. Click Delete in the Rows & Columns group (see Figure 3.3).

3. Click Delete Columns or Delete Rows. Additional selections on the Delete menu enable you to delete individual cells or an entire table.

OR

1. Select the row or column to delete (or drag to select multiple rows or columns).

2. Right-click the selected row(s) or column(s) and click Delete Rows or Delete Columns.

Delete a Table

If you find you no longer need a particular table in a document, you can delete the table.

Click the Table Select indicator (visible at the top-left corner of the table when you move the

mouse pointer over any cell in the table or click a cell in the table), shown in Figure 3.3. Click

the Table Tools Layout tab, if necessary, and click Delete in the Rows & Columns group. Click

Delete Table.

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Delete Cell Contents

To delete cell contents without removing a row or column, position the pointer just inside the

left edge of the cell so that the pointer appears as a small right-directed black arrow. Click to

select all cell contents (or drag to saelect contents of multiple adjacent cells). Press Delete.

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Merge and Split Cells

The first row of the table shown in Figure 3.3 is actually a merged cell. If you want to place a title across the top of a table or center a label over columns or rows of data, you can merge cells. Align data in a merged cell, perhaps by centering it, and change the font size to create a table title. Merging cells is a simple process, as described in the following steps:

1. Select the row or column in which to merge cells (or drag to select multiple rows or columns).

2. Click the TABLE TOOLS LAYOUT tab and click Merge Cells in the Merge group (see Figure 3.3).

STEP 2››

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Conversely, you might find occasion to split a single cell into multiple cells. You might find it necessary to split a row or column to provide additional detail in separate cells. Splitting cells is an option on the Table Tools Layout tab. Select a row or column to split and click Split Cells in the Merge group. Respond to selections in the Split Cells dialog box and click OK. Especially when splitting a previously merged cell, it is likely that you will have to reposition text in cells (by retyping, or cutting and pasting).

Change Row Height and Column Width

When you create a table by inserting it, Word builds a grid with evenly spaced columns and rows. If text that you type requires more than one row within a cell, Word automatically wraps the text and adjusts row height to accommodate the entry. Row height is the vertical distance from the top to the bottom of a row, whereas column width is the horizontal space from the left to the right edge of a column. On occasion, you might want to manually adjust row height or column width to modify the appearance of a table, perhaps making it more readable or more attractive. Increasing row height can better fit a header that has been enlarged for emphasis. You might increase column width to display a wide area of text, such as a first and last name, to prevent wrapping of text in a cell.

You can distribute selected columns and rows to ensure that they are the same size and width. Simply select the columns and rows to affect and click Distribute Rows (or Distribute Columns) in the Cell Size group on the Table Tools Layout tab. Distributing rows and columns is an easy way to ensure uniformity within a table.

A simple, but not very precise way to change row height or column width is to position the pointer on a border so that it displays as a double-headed arrow and drag to increase or reduce height or width. For more precision, select a row or column to be adjusted (or select multiple rows or columns). Then change the row height or column width in the Cell Size group on the Table Tools Layout tab. You can also simply right-click the selected row or column and select Table Properties on the shortcut menu. Click the Column tab or Row tab and indicate a measurement in inches, as shown in Figure 3.4.

FIGURE 3.4 Changing Row Height and Column Width

AutoFit

Row and Column tabs

Properties

Height and width

Table Properties dialog box

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Formatting a Table After a table is inserted in a document, you can enhance its appearance by applying a prede- signed table style, in which colors, borders, shading, and other design elements are coordi- nated. Edit text within a table by underlining, boldfacing, or italicizing it. You can also align text within cells by selecting an alignment from the Alignment group on the Table Tools Layout tab. Lists or series within cells can be bulleted or numbered, and you can indent table text. Use the Properties control on the Table Tools Layout tab, or right-click a table and select Table Properties, to reposition a table by centering it horizontally or vertically, or simply drag a table to change its position on the page.

Apply Table Styles

Word provides several predesigned table styles that contain borders, shading, font sizes, and other attributes that enhance the readability of a document. Use a table style when:

You want to create a color-coordinated, professional document.

You are coordinating a table with elements of Word, Excel, or PowerPoint files, so that the table can be shared among the Office applications.

You do not have time to design your own custom borders and shading.

As shown in Figure 3.5, the Table Styles gallery provides styles that work well for pre- senting lists and others that are suited for displaying data in a grid (which typically includes a shaded first row and/or column with headings). Word 2013 has added black-and-white styles to the gallery as well.

AutoFit Columns and Rows

Instead of adjusting individual columns and rows, you can let Word format a table with col-

umn and row dimensions that accommodate all cell entries. Click in any table cell and click

AutoFit in the Cell Size group on the Table Tools Layout tab (see Figure 3.4). Click AutoFit

Contents. Columns and rows are automatically adjusted.

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FIGURE 3.5 Working with Table Styles

Modify Table Style

Table Styles gallery

266 CHAPTER 3

To apply a table style, click anywhere in a table and click the Table Tools Layout tab, if necessary. Select a style from the Table Styles group (see Figure 3.5) or click More for even more choices. When you point to a style in the gallery, Live Preview shows the result of the style selection in the table.

STEP 3››

Modify a Table Style

Having selected a table style, you can modify it when you click Modify Table Style (see

Figure 3.5) and adjust the format in the Modify Table Style dialog box. As you modify a

table style, you can apply changes to the entire table or to elements such as the header

row. In that way, you can adjust a style so that it better suits your purposes for the current

table as well as for others that are based on the style. Save the changes for use in the cur-

rent document only, or in new documents based on the current template.

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Adjust Table Position and Alignment

Table alignment refers to the position of a table between the left and right document mar- gins. When you insert a table, Word automatically aligns it at the left margin. To change table alignment, as well as to adjust text wrapping around a table, right-click an empty area of a table cell and select Table Properties. You can also select Properties from the Table Tools Layout tab. The Table tab of the Table Properties dialog box shown in Figure 3.6 includes options to align a table horizontally on the left, center, or right side of a document. If you select left alignment but want the table positioned slightly away from the left margin, you can indicate the number of inches to indent the table from the left.

FIGURE 3.6 Table and Text Alignment

Align a table horizontally

Cell Margins

Align text within a cell

Text Direction

Inches to indent from left (for left alignment)

Wrap text around a selected table

Move a table to any location within the document when you drag the Table Select indi- cator. As you move the table, a dashed border displays, indicating the position of the table. Release the mouse button to position the table.

Especially when working with a small table that does not require much document space, you might find it useful to wrap text around the table so that the table is better incorporated

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visually into the document. Select Around in the Text wrapping section of the Table tab of the Table Properties dialog box (refer to Figure 3.6) to wrap text around a table. Text will wrap on the right side of a left-aligned table, on both sides of a centered table, and on the left side of a right-aligned table. If you select None in the Text wrapping section, text is prevented from wrapping, ensuring that text displays only at the top and bottom of a table.

Text within cells can be aligned as well. To align text in a cell, click the cell and select an alignment option in the Alignment group on the Table Tools Layout tab. You can align cell contents both vertically and horizontally within the current cell, as indicated in Figure 3.6.

Format Table Text

Text within a cell can be formatted just as any other text in a document. Select text to format and apply one or more font attributes such as font type, font size, underline, boldface, or italics. Although you can drag text to select it, you can also quickly select all cell contents when you click just inside the left edge of a cell. Select a font attribute to apply to the selected cell text.

By default, text within a cell is oriented horizontally so that it reads from left to right. On occasion, you might want to change that direction. Lengthy column headings can be oriented vertically, so that they require less space. Or perhaps a table includes a row of cells repeating a business telephone number, with each cell designed to be ripped off. Such cells are often in a vertical format for ease of removal. To change cell orientation, click Text Direction in the Alignment group on the Table Tools Layout tab (see Figure 3.6). Each time you click the Text Direction option, text in the current cell or selection rotates.

The Cell Margins command in the Alignment group enables you to adjust the amount of white space inside a cell as well as spacing between cells. With additional empty space shown between typed entries, a table can appear more open and readable.

1. Assume you are describing a table to someone who has never worked with one. Using correct terminology, explain the basics of how a table is organized. p. 260

2. You can create a table by inserting it or by drawing it. When might you prefer one method over the other? p. 261

3. You can align a table and the text within each cell in various ways. Discuss the ways you can apply alignment to a table and its content. p. 266

Quick

Concepts

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HOE1 Training

268 CHAPTER 3

Watch the Video for this Hands- On Exercise!

Hands-On Exercises

a. Open w03h1Traylor and save it as w03h1Traylor_LastFirst.

1 Tables The executive summary is the first section of the complete economic impact report for Traylor University. You will present the executive summary at the upcoming board of trustees meeting. Although the summary is already well organized, the data analysis part of the summary needs some attention. Specifically, you will develop tables to organize major findings so the trustees will understand the general outcome of the study.

Skills covered:

STEP 1 ›› CREATE A TABLE AND INSERT AND DELETE ROWS AND COLUMNS You will create a couple of tables to summarize study findings, including those tables in the executive summary. As you develop the tables, you will find it necessary to insert rows to accommodate additional data and to delete columns that are not actually required. Refer to Figure 3.7 as you complete Step 1.

FIGURE 3.7 Report Tables

Step c: Insert Table 1

Step g: Draw Table 2

TROUBLESHOOTING: If you make any major mistakes in this exercise, you can close the !le, open w03h1Traylor again, and then start this exercise over.

b. Click the VIEW tab and click Ruler in the Show group, if necessary. Scroll through the document to view its contents. Press Ctrl+End to move to the end of the document. Type Table 1 shows the top industry sectors in which Traylor University makes a difference in

terms of economic impact. Press Enter.

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c. Click the INSERT tab and click Table in the Tables group. Drag to select a four column by five row table and click.

A four column by five row table is inserted. The insertion point is located in the top-left cell.

d. Type Sector and press Tab. Type Description and press Tab. Type Category, press Tab, and then type Economic Impact.

e. Press Tab and type the following entries, tabbing between each item, but not tabbing after the last cell on the last row. Text will wrap, where necessary, in each cell.

487 Colleges and universities Education 1,770,281,355

354 Private hospitals Health 544,871,166

589 Food services and drinking establishments Retail 321,381,992

501 Real estate companies Land 348,999,342

You entered data in the table to indicate community and state interests positively impacted by the presence of Traylor University.

TROUBLESHOOTING: If the insertion point returns to a new line within a cell instead of advancing to another cell or row, you pressed Enter instead of Tab between entries. Press Backspace and press Tab.

TROUBLESHOOTING: If you press Tab after the last entry, a new row is created. Click Undo.

f. Press Ctrl+End and press Enter. Type Table 2 presents impact sources, with a description of each. Press Enter.

g. Click the INSERT tab, click Table in the Tables group, and then click Draw Table. The mouse pointer appears as a pencil. Drag a box approximately 6 inches wide and 4 inches tall, using the vertical and horizontal rulers as guides. Draw grid lines to create three approximately evenly spaced columns of about 2 inches each. Draw horizontal grid lines to divide the table into four approximately evenly spaced rows of about 1 inch each. Press Esc.

TROUBLESHOOTING: If you make any mistakes while erasing gridlines, press Esc. Then click Undo (repeatedly, if necessary) to undo your actions.

TROUBLESHOOTING: It is possible that the lines you draw to form the table are in a color or style other than black. That occurs if someone using the same computer previously selected a different pen color. For this exercise, it will not matter what color the table borders are.

It is OK if the height and width of rows and columns is not identical. Simply approximate the required height and width for each.

h. Click Eraser in the Draw group and click to erase the third vertical gridline from the left in each cell. The table design should result in a two-column, four-row table, although the columns will not be evenly spaced. With the Eraser tool still selected, erase the vertical gridline in the first row, so that the row includes only one column. Click Eraser to toggle off the eraser or press Esc.

i. With the insertion point in the first row, type Table 2 - Impact Sources. (Do not type the period.) Press Tab and complete the table as follows:

Employee Compensation Salary and wages to faculty and staff circulate in the local and

regional economy

Other Expenditures Non-salary expenditures for goods and services needed to support

ongoing operations

Capital Investment New construction expenditures, creating additional “indirect” and

“induced” jobs

Text you type may wrap within a cell. You will resize the columns later, so leave the text as it appears.

270 CHAPTER 3

j. Position the pointer just above the Category column in Table 1, so that the pointer resembles a downward-directed black arrow. Click to select the column. Click Delete in the Rows & Columns group on the TABLE TOOLS LAYOUT tab and select Delete Columns.

k. Click anywhere in row 1 of Table 1. Click Insert Above in the Rows & Columns group. Click in the first cell in the new row and type Table 1 - Top Industry Sectors.

l. Point to the left edge of the horizontal gridline dividing Sector 354 from 589 to display an insert control. Click the + indicator on the end of the insert control to insert a new row. Click the first cell in the new row and type the following. Press Tab between cells. Do not press Tab after the last entry.

215 Retail interests 1,256,390,688

m. Click anywhere in Table 2 to select the table. Use the insert control to insert a row above row 2 (Employee Compensation). Leave the row blank, for now.

n. Save the document.

STEP 2 ›› MERGE AND SPLIT CELLS AND CHANGE ROW HEIGHT AND COLUMN WIDTH

As you work with the tables in the executive summary, you notice that the first row of Table 1 is not very attractive. The title in that row should not be limited to one small cell. Instead, you will merge cells in the row to provide more space for the entry. More uniformity of row height and column width might also improve the appearance of Table 2, and you need to add data to the second row. You will explore ways to modify both tables by merging and splitting cells and changing row height and column width. Refer to Figure 3.8 as you complete Step 2.

FIGURE 3.8 Merged and Split Cells

Step a: Merged cell

Steps d and f: Split cells

a. Position the mouse pointer just outside the left edge of the first row of Table 1, so that it resembles a right-directed diagonal arrow. Click to select row 1. Click the TABLE TOOLS LAYOUT tab, if necessary. Click Merge Cells in the Merge group.

You merge the cells in row 1 to create one cell in which text can be better positioned across the table.

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TROUBLESHOOTING: If items in the rst column are selected instead of every cell in every row, you selected cells instead of rows. Repeat step c, making sure to position the mouse pointer outside the table and very near the left edge.

The first column of Table 1 lists a sector in which an area of economic impact is identified. Each sector should be further identified by a division, which you now need to add. You will split column 1 into two columns so that the first column includes the sector, and the second contains the associated division.

d. Position the mouse pointer just inside the left edge of the third row of Table 1 (containing 487). The pointer should resemble a right-directed black arrow. Drag down to select the contents of the first column in row 3 as well as all remaining rows. Click Split Cells in the Merge group. Check to ensure that 2 displays as the number of columns and 5 displays as the number of rows. Make adjustments, if necessary. Deselect Merge cells before split. Click OK.

TROUBLESHOOTING: If all sector numbers appear in the rst cell, instead of remaining in separate cells, you did not deselect Merge cells before split. Click Undo and repeat step d.

e. Click in the first cell on the second row in Table 1 (containing Sector). Type and Division after Sector. Complete the data underneath the heading as follows, using Figure 3.8 as a guide:

487 22

354 10

215 28

589 18

501 11

f. Click in the second row of Table 2. Click Split Cells in the Merge group. Check to ensure that 2 displays as the number of columns and 1 displays as the number of rows. Adjust, if necessary. Click OK. Place the mouse pointer on the vertical gridline dividing the two columns in row 2. The pointer displays as a double-headed arrow. Click and drag to the left to align the gridline with the vertical gridline in row 3.

g. Click in the first cell of row 2 in Table 2 and type Source. Press Tab. Type Description.

h. Click the Table Select indicator (at the top-left corner of Table 2) to select the entire table. Click the bottom spin arrow beside Height in the Cell Size group to reduce the height to 0.01".

Row height of all rows in Table 2 is reduced, resulting in a more attractive table.

i. Save the document.

b. Position the mouse pointer in row 2 on the border between the first and second column of Table 1. The pointer appears as a double-headed arrow. Click and drag to the left to reduce the column width to approximately 1 inch to better accommodate the contents of the column.

c. Position the mouse pointer just outside the left edge of row 2 in Table 1 and drag down to select row 2 as well as all remaining rows. With the TABLE TOOLS LAYOUT tab selected, click the top spin arrow beside Height in the Cell Size group to change the height to 0.3".

Row height of rows 2, 3, 4, 5, and 7 is adjusted to 0.3". However, because text wraps in row 6, the height of that row is not adjusted to 0.3".

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a. Select the second row in Table 1. Click the TABLE TOOLS LAYOUT tab, if necessary. Click Align Center in the Alignment group to center text in row 2 both vertically and horizontally within each cell.

b. Select the cells containing numbers in the rightmost column of Table 1 (beginning with 1,770,281,355 and ending with 348,999,342). Click Align Top Right in the Alignment group. Click anywhere to deselect the cells. Position the mouse pointer on the right border of the rightmost column so that it resembles a double-headed arrow. Drag to the left to reduce the column so that the width is approximately 1", better accommodating the contents of the column.

Numbers are usually right aligned, so you right align numbers in Table 1.

c. Select the second row in Table 2, containing column headings. Click Align Center in the Alignment group. With the column headings selected, click the HOME tab and click Bold in the Font group. Bold the contents of row 1 in Table 2. Bold the contents of the first two rows in Table 1.

d. Click anywhere in Table 1. Click the TABLE TOOLS DESIGN tab and click More in the Table Styles group. Scroll through the gallery and select List Table 3 - Accent 1 (third row, second column under List Tables).

The table style removed some of the formatting from step c, applying color-coordinated font color, shading, and a colored border. The style also removed the inside vertical borders.

e. Remove bold formatting from all numeric entries in column 1 of Table 1 (Sector and Division). Click the TABLE TOOLS LAYOUT tab. Select row 2 in Table 1 (containing column headings) and click Align Center in the Alignment group. Ensure that all entries in row 2 of Table 1 are bold.

FIGURE 3.9 Formatting and Aligning a Table

Step b: Align Top Right

Steps a, c, and e: Align Center

STEP 3 ›› APPLY TABLE STYLES, ADJUST TABLE POSITION AND ALIGNMENT, AND FORMAT TABLE DATA

The tables included in the Key Findings section are complete with respect to content, but you realize that they could be far more attractive with a bit of color and appropriate shading. You will explore Word’s gallery of table styles. You will bold and center column headings and explore aligning the tables horizontally on the page. Refer to Figure 3.9 as you complete Step 3.

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f. Click the VIEW tab and click One Page in the Zoom group to view the current page. Note that the tables are not centered on the page horizontally. Click 100% in the Zoom group.

g. Right-click anywhere in Table 1 and select Table Properties. Click Center in the Alignment group of the Table tab in the Table Properties dialog box to center the table horizontally. Click OK. Repeat this technique to center Table 2 horizontally. Click One Page in the Zoom group to view the effects of the realignment. Click 100%.

h. Save the document and keep it onscreen if you plan to continue with the next Hands-On Exercise. If not, close the document and exit Word.

274 CHAPTER 3

Advanced Table Features Developing a basic Word table to organize data in columns is a fairly simple task. With a bit more effort, you can enhance a table using features that improve its readability and sum- marize table data. Many of the tasks typically associated with an Excel spreadsheet can be accomplished in a Word table, such as summing or averaging a numeric column or row. By using advanced table features in Word, you can create tables that not only organize data, but also present table contents in an attractive, easy-to-read format.

In this section, you will use Word to enhance tables with borders and shading of your choice. In addition, you will sort table data and learn to total and average numbers in a table. You will learn to include captions with tables, so that tables are correctly identified. By indicating that a heading row should recur on each printed page in which a table displays, you will ensure that table contents are easily identified, even if table rows are carried over to another page. Finally, you will simplify the task of creating a table by converting plain text into a table, and you will learn to convert a table to plain text.

Managing Table Data A table is often used to summarize numeric data. For example, the table shown in Figure 3.10 organizes a list of students receiving a particular college scholarship. Scholarship amounts vary, so there is no standard amount awarded. The last row of the table shows a total scholarship amount, although for illustration, the formula that produces the total is shown in Figure 3.10. The table is sorted by student last name. Because the company awards many individual scholarships, there is a likelihood that the table could extend beyond one page. In that case, the first row (containing table headings) should be set to recur across all pages so that table data is identified by column headings, regardless of the page on which the table is continued. Using Word, you can manage table data to include calculations, sort table contents, and cause heading rows to recur across pages. Planning a table ahead of time is always preferable to recognizing the need for a table after text has already been typed. However, in some cases, you can convert plain text into a table. Conversely, after a table has been created, you can convert table text back to plain text.

Calculate Using Table Formulas and Functions

Organizing numbers in columns and rows within a Word table not only creates an attrac- tive and easy-to-read display, but also simplifies the task of totaling, averaging, or other- wise summarizing those numbers. A formula is a calculation that can add, subtract, divide, or multiply cell contents. Although Word is not designed to perform heavy-duty statistical calculations, it is possible to determine basic items, such as a sum, an average, or a count, of items in cells. Word provides functions, which are built-in formulas, to simplify the task of performing basic calculations. A function uses values in a table to produce a result. For example, the SUM function totals values in a series of cells, whereas the COUNT function identifies the number of entries in a series of cells. The total scholarship amount shown in Figure 3.10 was calculated with a SUM function. In most cases, a function provides an alter- native to what would otherwise be a much lengthier calculation.

FIGURE 3.10 Managing Table Data

Function to show total scholarship amount

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Use a Formula

To use formulas, you must understand the concept of cell addresses. A Word table is very similar to an Excel worksheet, so if you are familiar with Excel, you will under- stand how Word addresses cells and develops formulas. Each cell in a Word table has a unique address. Columns are labeled with letters (although such labeling is under- stood—letters do not actually display above each column) and rows with numbers. For example, Nisheeth Alim’s award amount, shown in Figure 3.10, is in cell D2 (second row fourth column). The amount he has spent is in cell E2, and the amount left is to be calculated in cell F2. The formula to calculate the amount left is =D2-E2, which subtracts the amount spent from the award amount. When indicating a cell reference, you do not have to capitalize the address. For example, =A10+A11 is evaluated identically to =a10+a11.

Unlike the way you would manage formulas in an Excel worksheet, you do not actually type a formula or function in a cell. Instead, you use a Formula dialog box to build a formula or use a function. To create a formula in a Word table:

1. Click in the cell that is to contain the result of the calculation. For example, click in cell F2 to begin the formula to determine the amount of scholarship award left.

2. Click the TABLE TOOLS LAYOUT tab, if necessary.

3. Click Formula in the Data group.

4. The Formula dialog box (see Figure 3.11) displays with a suggested function in the Formula box. The suggested =SUM formula is not appropriate because you are not summing the two values in row 2; instead, you are subtracting one from the other. Backspace to remove the function from the box, but leave the = (because all formulas must begin with =).

5. In calculating Nisheeth’s remaining amount, you would subtract his amount spent from his amount awarded. Type D2-E2, subtracting the contents of cell E2 from those of cell D2. The resulting formula should read =D2-E2. Because you began the formula in cell F2, the resulting amount left will be shown there when the formula is complete.

6. Click the Number format arrow and select a format. Click OK.

STEP 1››

FIGURE 3.11 Formula Dialog Box

Formula dialog box

Number format arrow

Click to begin a formula

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A formula can contain more than one mathematical operator. The minus sign in the formula described in the preceding steps is considered an operator. Mathematical operators that you can use in creating formulas are described below.

Exponentiation: ^

Multiplication: *

Division: /

Addition: +

Subtraction: -

When more than one operator is included in a formula, evaluation of the formula follows a set procedure, called the order of operations, or order of precedence. The order of operations requires that the following operations be evaluated in order from highest to lowest.

1. Parenthetical information (anything in parentheses)

2. Exponentiation

3. Multiplication and Division—evaluated from left to right if both operators are present in a formula

4. Addition and Subtraction—evaluated from left to right if both operators are present in a formula

As an example, the expression =C12+C15*1.8 is evaluated as follows: Multiply cell C15 by 1.8 and add the result to cell C12.

Number Format

When identifying a number format, you have several options to select from when you click

Number Format in the Formula dialog box. A # in a format indicates that leading zeroes

will be suppressed. A 0 in a format indicates that leading zeroes will be displayed. Other

format options enable you to display dollar signs or percent signs in the formula result.

TIP

Updating a Table

A formula in a table is not automatically updated when the contents of cells referenced by

the formula change. However, you can manually update a formula. Simply right-click the

cell containing the formula and select Update Field.

TIP

On occasion, you might develop a formula with multiple operators, but want to force one operation to be evaluated before another, even if it violates the order of operations. For example, the formula =B3+B4/2 calculates the average of the numbers in cells B3 and B4, except that the order of operations indicates that the division will occur first. That would divide B4 by 2 before adding it to B3, obviously resulting in an incorrect average. To force the addition to occur first, use parentheses around the terms that should be calculated first, for example, =(B3+B4)/2. By enclosing the addition operation in parentheses, it is evaluated first, with the division occurring second.

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Inserting Equations in a Document

Occasionally, you might find it necessary to include a formula, or complicated equation, in a

document, even outside a table. Most math symbols and operators are not located on the

keyboard; however, you can create a formula so that it seamlessly integrates with surrounding

text when you make selections from the Symbols group on the Insert tab. Word even makes

common equations, such as the area of a circle, available with a single click.

To use Word’s equation tools to assist in developing a formula in a document (or to

insert a common equation), click the Insert tab and click Equation in the Symbols group.

Select from options on the Equation Tools Design tab to create a formula, no matter how

complex. A formula is created in a placeholder, so you can manage it independently of

surrounding text. To insert a common equation, such as the Quadratic Formula, click

Equation on the Equation Tools Design tab.

TIP

Use a Function

To determine a final scholarship amount in the Total row of the table shown in Figure 3.10, you could click in the cell underneath the last scholarship award amount and add all cells in the fourth column, as in =D2+D3+D4+D5+D6…, continuing to list cells in the range through D14. A range is a series of adjacent cells. Although the formula would produce a final total, the formula would be extremely lengthy. Imagine the formula length in a more realistic situation in which hundreds of students received a scholarship! A much more efficient approach would be to include a SUM function, in which you indicate, by position, the series of cells to total. For example, the function to produce a total scholarship amount is =SUM(ABOVE). Similarly, a function to produce an average scholarship amount is =AVERAGE(ABOVE). In fact, you can select from various table functions, as shown in Table 3.1. The positional information within parentheses is referred to as an argument. Positional information refers to the position of the data being calculated. You can use positional notation of ABOVE, BELOW, LEFT, or RIGHT as arguments. An argument of ABOVE indicates that data to be summarized is located above the cell containing the function. A similar function to determine an average scholarship amount is =AVERAGE(ABOVE). Although not a comprehensive list, the functions shown in Table 3.1 are commonly used. Note that an argument will be included within parentheses in each function.

TABLE 3.1 Table Functions

Function Action

=SUM(argument) Totals a series of cells

=AVERAGE(argument) Averages a series of cells

=COUNT(argument) Counts the number of entries in a series of cells

=MAX(argument) Displays the largest number in a series of cells

=MIN(argument) Displays the smallest number in a series of cells

To place a function in a table cell:

1. Click in the cell that is to contain the result of the calculation. For example, click in cell D15 of the table shown in Figure 3.10 to include a function totaling all scholarship amounts.

2. Click the TABLE TOOLS LAYOUT tab, if necessary.

3. Click Formula in the Data group.

4. The Formula dialog box (see Figure 3.11) displays with a suggested =SUM function in the Formula box. To select a different function, press Backspace or delete the existing function and click Paste function. Select a function and type an argument. Click OK.

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Sort Data in a Table

Columns of text, dates, or numbers in a Word table can be sorted alphabetically, chronologi- cally, or numerically. The table shown in Figure 3.10 is sorted alphabetically in ascending order by student name. It might be beneficial to sort the data in Figure 3.10 by date, so that scholarship awards are shown in chronological order. Or you could sort table rows numeri- cally by award amount, with highest awards shown first, followed in descending order by lesser award amounts. You might even want to sort awards alphabetically by major, with scholarship award amounts within programs of study shown in order from low to high. Such a sort uses a primary category (major, in this case) and a secondary category (award amount). You can sort a Word table by up to three categories.

To sort table rows:

1. Click anywhere in the table (or select the column to sort by) and click the TABLE TOOLS LAYOUT tab.

2. Click Sort in the Data group.

3. Indicate or confirm the primary category, or column, to sort by (along with the sort order, either ascending or descending), as shown in Figure 3.12.

4. Select any other sort columns and indicate or confirm the sort order.

5. Specify whether the table includes a header row and click OK.

STEP 2››

Combining Arguments

Combine arguments in a function to indicate cells to include. For example,

=SUM(ABOVE,BELOW) totals numeric cells above and below the current cell.

=SUM(LEFT,ABOVE) totals numeric cells to the left and above the current cell, whereas

=SUM(RIGHT,BELOW) totals numeric cells to the right and below the current cell. Combine

any two arguments, separated by a comma, to indicate cells to include.

TIP

FIGURE 3.12 Sorting a Table

Click to begin a sort

Select sort order

Table has a header row

Primary category to sort by (college major)

Secondary category to sort by (amount awarded)

Include a Recurring Table Header

A table is typically comprised of a heading row followed by several rows of data. The heading row in Figure 3.10 includes text identifying the first column as Recipient Name, the second as Major, and so forth. With a large number of students receiving scholarships, the table could

Word 2013 279

easily extend beyond one page. In that case, table rows on the additional pages would have no identifying heading row. To remedy that situation, you can cause one or more rows of headings to repeat at the top of every page on which a table extends. Repeated table heading rows are visible only in Print Layout view. To cause one or more header rows to recur:

1. Select the heading row(s).

2. Click the TABLE TOOLS LAYOUT tab, if necessary, and click Repeat Header Rows in the Data group.

Converting Text to a Table (and Converting a Table to Text)

Suppose you are working with a list of items organized into two columns, separated by a tab. You know that if the columns were organized as a table, you could easily apply a table style, sort rows, and even use formulas to summarize numeric information. Conversely, you might identify a need to convert table text to plain text, removing special table features and orga- nizing columns into simple tabbed columns.

To convert text into a table:

1. Select text to be converted.

2. Click the INSERT tab and click Table in the Tables group.

3. Click Convert Text to Table.

4. Select options from the Convert Text to Table dialog box (see Figure 3.13), including the number of columns and rows to include.

5. Click OK.

STEP 4››

FIGURE 3.13 Converting Text to a Table

To convert a table into text:

1. Click anywhere in the table.

2. Click the TABLE TOOLS LAYOUT tab, if necessary.

3. Click Convert to Text in the Data group.

4. In the Convert Table to Text dialog box, indicate how table text is to be divided (see Figure 3.14).

5. Click OK.

FIGURE 3.14 Converting a Table to Text

Enhancing Table Data You include data in a table to organize it in a way that makes it easy for a reader to com- prehend. Using table styles and table formulas, you have learned to configure a table so it is attractive and so that it provides any necessary summary information. To further enhance

280 CHAPTER 3

table data, you can select custom shading and borders, and you can include images in cells. Certain writing styles require the use of captions to identify tables included in reports; you will learn to work with captions in this section.

Enhancing a table with custom borders and shading is a simple task when you use Word 2013’s Border tools. A border is a line style you can apply to individual cells, an entire table, or to individual areas within a table. You can design your own border, selecting a pen color, line style, and line weight, or you can select from a gallery of predesigned borders that coordinate with existing table styles. New to Word 2013 is Border Painter, a tool that enables you to easily apply border settings you have identified (or a border style selected from the Borders gallery) to one or more table borders. Using Border Painter, you can apply preselected borders by simply “brushing” them on a table border with the mouse. Figure 3.15 shows various border selections that are available on the Table Tools Design tab when a table is selected.

With a table selected, you can apply borders in several ways:

To create a custom border:

1. Choose a pen color, line style, and line weight (refer to Figure 3.15).

2. The pointer displays as an ink pen, with Border Painter active. Click a table border to apply the border selection (or click and drag to brush the selection on several borders).

3. Click Border Painter to toggle off the feature, or press Esc.

To apply a border style:

1. Click Border Styles (refer to Figure 3.15) and select a border style. Each border style combines border width, color, and size. If you change the document theme later, the border style will change to match the theme.

2. The pointer displays as an ink pen, with Border Painter active. Click a table border to apply the border style (or drag to brush the style on several borders).

3. Click Border Painter to toggle off the feature, or press Esc.

Regardless of whether you are applying a custom border or a predesigned style, you can select the borders to which to apply the selection when you click Borders (see Figure 3.15) and select a type (Outside Borders, Right Border, Left Border, etc.).

As shown in Figure 3.16, the Design tab also includes options for selecting shading. Shading applies color or a pattern to the background of a cell or group of cells. You might want to apply shading to a heading row to emphasize it, setting it apart from the rows

STEP 3››

FIGURE 3.15 Borders Gallery

Borders

Border Styles

Borders Gallery

Pen Color

Line Style

Line Weight

Border Painter

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beneath. Click the Borders arrow in the Table Styles group and select a border position, or click Borders and Shading to display the Borders and Shading dialog box, which includes additional options related to border and shading design.

Border Sampler

Having applied a custom border or border style to one or more borders in a table, you

might want to copy the selection to other table borders. Using Border Sampler, you can

easily accomplish that task. Click the Border Styles arrow and click Border Sampler. The

mouse pointer becomes an eyedropper tool; click a table border that you want to copy.

Automatically, the pointer switches to the Border Painter tool, as indicated by the ink pen

designation, so you can brush another border to apply the border selection.

TIP

When a table is created, it is automatically formatted in Table Grid style, with all cells bordered with a 1/2 pt single line border. To use the Borders and Shading dialog box to change borders in a table:

1. Select the cells to modify (or click the Table Select indicator to select the entire table).

2. Click the Borders arrow in the Table Styles group on the TABLE TOOLS DESIGN tab. Click Borders and Shading to display the Borders and Shading dialog box (see Figure 3.16).

3. Select from options in the dialog box to add, remove, or modify table and cell borders. In addition, you can select shading when you click the Shading tab in the dialog box.

Include a Table Caption

A caption, such as Table 1, is a numbered item of text that identifies a table, figure, or other object in a Word document. A caption typically includes a label, such as the word Figure or Table, followed by a sequential number that can be automatically updated with the addition of new tables or captioned objects.

To include a table caption:

1. Click a cell in the table.

2. Click the REFERENCES tab and click Insert Caption in the Captions group. The Caption dialog box displays, as shown in Figure 3.17.

FIGURE 3.16 Using Borders and Shading

Shading arrow

Borders arrow

Borders and Shading dialog box

282 CHAPTER 3

3. Click the Label arrow and select a type (Table, Figure, or Equation), or click New Label and type a new label.

4. Click the Position arrow and indicate a caption position—above or below the table.

5. If you prefer that the label is excluded from display, select Exclude label from caption.

6. Click Numbering to select a numbering style (1, 2, 3, or A, B, C, for example).

7. Click OK (repeatedly, if necessary).

FIGURE 3.17 Inserting a

Caption

Insert Caption

Caption dialog box

Indicate caption position

Adjust numbering

When a caption is created, it is formatted in Caption style. You can use the Styles pane to modify the Caption style applied to all captions in the document. Click the Styles Dialog Box Launcher in the Styles group on the Home tab. Point to the Caption style in the Styles pane and click the Caption arrow. Click Modify. Adjust the style format by making selections in the Modify Style dialog box and click OK (repeatedly, if necessary).

As you continue to add captions to tables in a document, each caption is shown in sequence. For example, if the first caption is Table 1, then the second caption you add will automatically be labeled Table 2. If you should insert a table between existing tables, the cap- tion you add to the table will automatically be shown in sequence, with captions on following tables updated accordingly. However, if you delete a table from a document, remaining cap- tions are not automatically renumbered. To update all captions in a document, press Ctrl+A to select all document text, right-click anywhere in the selection, and then select Update Field. To update only one caption, right-click the caption number and click Update Field.

1. When summing a long column of values in a Word table, would you use a function or a formula? In general terms, how would the function or formula be developed? p. 277

2. A table contains several columns; among them is one containing employee last name and another containing department. You want to sort the table so that departments are shown in alphabetical order, with employee last names sorted alphabetically within departments. What steps would you follow to complete that sort operation? p. 278

3. A table is split between two pages, with a heading row identifying columns on the first page. However, the heading row does not display above the table rows that continue on the second page, so it is difficult to determine what each column represents. How would you remedy that situation? p. 278

4. What steps would you take to convert a list of names and addresses into a table? p. 279

Quick

Concepts

✓

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HOE2 TrainingWatch the Video for this Hands- On Exercise!

2 Advanced Table Features As you continue to work with the Key Findings section of the executive summary, you will modify the two tables you previously created. The first table, showing major areas in which the university contributed to the economy, will be modified to include a total row and to indicate the percentage represented by each category. You will explore Word’s Borders Gallery as you customize the tables to reflect the color scheme of the university. Adding a caption to each table will serve to identify the table and will be useful for your assistant when she prepares a Table of Figures later. You will also apply a sort order to each table to organize each in a more understandable manner.

Skills covered:

STEP 1 ›› CALCULATE USING TABLE FORMULAS Table 1 includes a numeric column showing Traylor University’s economic impact in several sectors. You will add a row showing the total for all of the sectors. You will also insert a column showing the percentage of the total represented by each sector’s value. Refer to Figure 3.18 as you complete Step 1.

Hands-On Exercises

a. Open the w03h1Traylor_LastFirst document if you closed it after the last Hands-On Exercise and save it as w03h2Traylor_LastFirst, changing h1 to h2.

b. Scroll to page 5, if necessary, to display Table 1 and Table 2. Click in the last row of Table 1 and click the TABLE TOOLS LAYOUT tab, if necessary. Click Insert Below in the Rows & Columns group on the TABLE TOOLS LAYOUT tab. Click in the third column of the new row (the Description column) and type Total. Bold the word Total. With Total still selected, click the TABLE TOOLS LAYOUT tab, if necessary, and click Align Top Right in the Alignment group.

You have added a row in which to place a total economic impact figure.

c. Click in the cell immediately below the last economic impact number. Click Formula in the Data group. The suggested function, =SUM(ABOVE), will total all values in the row. Click the Number format arrow and select (#,##0). Click OK.

The total economic impact is 4,241,924,543.

FIGURE 3.18 Working with Table Formulas

Step h: Updated total and percentages

284 CHAPTER 3

d. Click Insert Right in the Rows & Columns group. Click the last cell in the second row of the new column and type Percentage of Total. If necessary, center align the new entry.

Text will wrap in the cell. You have added a new column that will show the percentage each sector’s value represents of the total economic impact. You will create a formula to obtain that result.

e. Click in the third row of the last column (in the Colleges and universities row). Click Formula in the Data group. Press Backspace repeatedly to remove the suggested function from the Formula box. Type =D3/D8*100. Click the Number format arrow, scroll through the options, and then select 0.00%. Click OK.

The formula divides the value in the cell to the left (cell D3) by the total value of economic impact in the last row of the table (cell D8). The result is multiplied by 100 to convert it to a percentage. The format you chose displays the result with a percent sign and two places to the right of the decimal. The percentage represented by Colleges and universities is 41.73%.

f. Click in the last column of the Private hospitals row. Click Formula in the Data group. Press Backspace to remove the suggested function from the Formula box. Type =D4/D8*100. Click OK.

The number format remains at 0.00%, so there is no need to change it.

g. Click in the last column of the Retail interests row and repeat step f, changing D4 in the formula to D5 (because you are working with a value on the fifth row). Create a formula for Food services and drinking establishments and Real estate companies, adjusting the row reference in each formula.

h. Change the number in Economic Impact for Real estate companies in the second to last row in the table from 348,999,342 to 338,999,342. Right-click the total in the next row, 4,241,924,543, and click Update Field to update the total. Right-click the percentage of total for Real estate companies in the last column of the second to last row. Click Update Field. Right-click each remaining percentage figure in the last column, updating each field.

i. Save the document.

TROUBLESHOOTING: If the total is incorrect, you most likely typed a number incorrectly in the column above. Refer to Figure 3.9 in the previous Hands-On Exercise for the correct numbers. Make any necessary corrections in Table 1. The total will not show the correct number until you complete step h to update the eld.

TROUBLESHOOTING: If an error message displays in the cell instead of a percentage, or if the percentage is incorrect, click Undo and repeat step e.

STEP 2 ›› SORT DATA IN A TABLE AND INCLUDE RECURRING ROWS You will sort Table 1 so that the dollar amounts in Table 1 are arranged in descending order. That way, it is very clear in which sectors the university had the most impact. You will sort Table 2 in alphabetical order by Source. The resulting table will appear well organized. After inserting text from another file, Table 2 will be split between two pages. You will repeat Table 2 heading rows to better identify table rows that are carried over to another page. Refer to Figure 3.19 as you complete Step 2.

285

a. Show nonprinting characters if they are not already displayed. Position the mouse pointer just outside the left edge of the third row of Table 1 (beginning with 487). The pointer should be a right-oriented white arrow. Drag down to select the five rows containing a description. Do not include the final total row.

You have selected the table rows that are to be sorted. You do not want to include the first two rows or the final total row in the sort because they do not contain individual values to sort.

b. Click the TABLE TOOLS LAYOUT tab, if necessary. Click Sort in the Data group. Click the Sort by arrow and select Column 4. Click Descending (in the Column 4 section). Click OK.

You have sorted the five rows containing a sector name (Colleges and universities, Retail interests, etc.) in descending order by the value in the fourth column (Economic Impact). It is clear that the sector most affected is Colleges and universities.

c. Position the mouse pointer just outside the left edge of the third row of Table 2. Drag to select the remaining rows. Click Sort in the Data group. Make sure Column 1 displays in the Sort by box. Click Ascending and click OK.

You have sorted the three rows containing a source (Capital Investment, etc.) in ascending order alphabetically.

d. Click before the words Table 1 in the first multi-line paragraph on page 5. Press Enter. Click before the second blank paragraph under Key Findings. Click the INSERT tab, click the Object arrow in the Text group, and then select Text from File. Navigate to your student data files and double-click w03h2KeyFindings.

e. Scroll to the bottom of page 5 and note that Table 2 is now split between pages, with several rows on page 6. Those rows are not identified by column headings (Source and Description). Select the first two rows of Table 2 (on page 5). Click the TABLE TOOLS LAYOUT tab, if necessary. Click Repeat Header Rows in the Data group.

The first two rows of Table 2 repeat above the remaining rows of Table 2 shown on page 6.

TROUBLESHOOTING: If you see an Object dialog box instead of text from the inserted le, you clicked Object instead of the Object arrow. Close the dialog box and repeat step d.

FIGURE 3.19 Sorted Tables

286 CHAPTER 3

a. Scroll to page 6. Click the Table Select indicator to select Table 2. Click the TABLE TOOLS DESIGN tab and click Border Styles in the Borders group. Click Double solid lines, 1/2 pt, Accent 4 (third row, fifth column under Theme Borders). Click the Borders arrow in the Borders group and click All Borders.

f. Click Undo. Click before the words Table 2 presents impact sources on page 5. Press Ctrl+Enter to insert a manual page break.

You determine that the way Table 2 is divided between pages 5 and 6 is very unattractive, even with repeating heading rows, so you remove the repeating rows and insert a manual page break to force the entire table onto another page.

g. Save the document.

TROUBLESHOOTING: If you do not see the Table Select indicator, click any cell in the table and move to the top-left corner of the table to click the Table Select indicator.

TROUBLESHOOTING: If you make a mistake as you color borders, press Esc to turn off the pen and click Undo (repeatedly, if necessary) to undo your action(s). Repeat step d.

STEP 3 ›› INCLUDE BORDERS AND SHADING AND A TABLE CAPTION You expect to add more tables later, but will go ahead and format Tables 1 and 2 so they are more attractive and color-coordinated. You will explore border and shading options, learning to “paint” borders and considering border selections from the Borders Gallery. Because you expect to include numerous figures throughout the report, you will insert captions to identify those tables. Refer to Figure 3.20 as you complete Step 3.

FIGURE 3.20 Including Borders, Shading, and Captions

Traylor University’s school colors are purple and gold, so you will design tables with that color combination. Here, you apply a border style (double solid line) to all cells in Table 2.

b. Select row 1 in Table 2. Click the Shading arrow in the Table Styles group and select More Colors. Click the Custom tab and adjust Red to 240, Green to 239, and Blue to 29. Click OK.

c. Select rows 2, 3, 4, and 5 in Table 2. Click the Shading arrow and click Purple, Accent 4, Lighter 40% (fourth row, eighth column).

d. Click Pen Color in the Borders group. Click the Yellow color shown under Recent Colors. The mouse pointer displays as an ink pen, indicating that Border Painter is active. Drag the pen along the horizontal border dividing row 1 from row 2. Next, drag the pen along the horizontal border dividing row 2 from row 3. Do the same for the next two horizontal borders dividing row 3 from row 4, and row 4 from row 5. Drag the pen along the vertical border dividing the first column from the second (in the purple shaded area). Press Esc to turn off the Border Painter.

e. Select the first two rows in Table 2. Right-click the selection and click Table Properties. Click the Row tab. Make sure Specify height is checked and change the height to 0.4". Click OK.

The first two rows in Table 2 are resized slightly.

287

f. Click Border Painter in the Borders group. Scroll to page 5 and drag the pen along the horizontal border dividing row 2 from 3 in Table 1. Do the same for the horizontal borders dividing all other rows, but do not drag the bottom border of the table or the horizontal border dividing row 1 from row 2. Drag the pen along the vertical gridlines dividing all columns, but do not drag the outside borders of the table. Press Esc.

You used Border Painter to “paint” the currently selected yellow border on the gridlines dividing rows and columns in Table 1.

g. Click anywhere in Table 1 and click the Table Select indicator to select Table 1. Click the Border Styles arrow. Select Double solid lines, 1/2 pt, Accent 4 (third row, fifth column). Click the Borders arrow and click Outside Borders.

You selected a border style and applied it to the outside borders of the selected table.

h. Select row 1 in Table 1. Click the Shading arrow in the Table Styles group and click Purple Accent 4 (first row, eighth column). Select rows 2 through 8 in Table 1. Click the Shading arrow and click Purple, Accent 4, Lighter 40% (fourth row, eighth column under Theme Colors).

i. Click the Table Select indicator to select Table 1. Click the Borders arrow and click Borders and Shading. Click All in the Setting area and scroll up and click the first selection in the Style box (single purple line). Click Width and select 1 pt. Click OK.

You decide a more conservative format would be attractive, so you use the Borders and Shading dialog box to apply a purple border between all cells.

j. Click anywhere in Table 1. Click the References tab. Click Insert Caption in the Captions group. With the insertion point immediately after Table 1 in the Caption box, type : and press the Spacebar. Type Economic Impact by Industry. Click the Position arrow and select Below selected item. Click OK. Click the HOME tab and click Increase Indent in the Paragraph group. Click anywhere in Table 2 and insert a caption below the selected item. The caption should read Table 2: Sources of Economic Impact.

k. Click the HOME tab. Click the Styles Dialog Box Launcher. Scroll down and point to Caption in the Styles pane. Click the Caption arrow and click Modify. Change the font size to 11 and the font color to Purple, Accent 4. Click OK. Close the Styles pane.

You modified the Caption style to include purple font so the caption text coordinates with the table color scheme.

l. Save the document.

TROUBLESHOOTING: If you make a mistake as you color borders, press Esc to turn off the pen and click Undo (repeatedly, if necessary) to undo your action(s). Repeat step f.

STEP 4 ›› CONVERT TEXT TO A TABLE One additional table is necessary to complete the executive summary, but the necessary data are arranged in a tabbed format instead of a table. You will convert the columns of data into a table. Refer to Figure 3.21 as you complete Step 4.

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a. Press Ctrl+End to move to the end of the document. Press Enter twice. Click the INSERT tab, click the Object arrow, and then select Text from File. Navigate to the location of your student data files and double-click w03h2Text.

Columned text is inserted in the document, with each column separated by a tab.

b. Select the newly inserted text, beginning with Description and ending with 178 jobs. Click Table in the Tables group and click Convert Text to Table. Click OK to accept the default settings of 2 columns and 7 rows.

c. Click More in the Table Styles group. Click Grid Table 2 - Accent 4 (second row, fifth column in the Grid Tables section).

d. Click in the newly created table, click the REFERENCES tab, and then click Insert Caption in the Captions group. The caption should read Table 3: Economic Impact by Employment. Ensure that the position is Below selected item. Click OK.

Note that the caption is formatted with the purple font that you indicated earlier.

e. Click before the blank paragraph preceding Table 3 and type Table 3 summarizes the total employment impact of Traylor University.

f. Save the document and exit Word. Submit the file based on your instructor’s directions.

FIGURE 3.21 Caption Dialog Box

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Mail Merge At some point in your personal or professional life, you will need to send the same document to a number of different people. The document might be an invitation, a letter, or a memo. For the most part, document text will be the same, regardless of how many people receive it. However, certain parts of the document are likely to be unique to the recipient, such as the inside address included in a letter. Consider the task of conducting a job search. Having prepared a cover letter to accompany your résumé for a job search, you will want to include the recipient’s name and address in the letter so that the document appears to have been prepared especially for the company to which you are applying. Word’s Mail Merge feature enables you to easily generate those types of documents. Mail Merge is a process that com- bines content from a main document and a data source, with the option of creating a new document.

Mail merge is often used to send personalized e-mail messages to multiple recipients. Unlike sending e-mail to a group of recipients or listing recipients as blind carbon copies, creating a mail-merged e-mail makes it appear as if each recipient is the sole addressee. You can also use mail merge to send an e-mail in which the message is personalized for each recipient, perhaps referring to the recipient by name within the body of the message.

You might use Mail Merge to create a set of form letters, personalizing or modifying each one for the recipient. A form letter is a document that is often mass produced and sent to multiple recipients. The small amount of personal information included in the form letter—perhaps the salutation or the recipient’s address—can be inserted during the mail merge procedure. In this section, you will learn to use Mail Merge to create a main document and select a recipient list. You will then combine, or merge, the main document and data source to produce a document that is personalized for each recipient.

Creating a Mail Merge Document The mail merge process begins with a document that contains wording that remains the same for all recipients. In the case of the cover letter used in your job search, the main docu- ment would include paragraphs that are intended for all recipients to read—perhaps those that describe your qualifications and professional goals. Merge fields are also included in the main document. A merge field is a placeholder for variable data, which might include a recipient’s address or a salutation directed to a particular person. During the mail merge process, a data source that contains variable data is combined with the main document to produce personalized documents. You might merge a data source of employer addresses with a main document to produce a personalized letter for each potential employer. Mail merge also enables you to print labels or envelopes, obtaining addresses from a data source.

To begin a mail merge, open a main document, which you might have prepared earlier. The main document is likely to contain merge fields for combining with a data source. You will learn to create merge fields later in this chapter. The main document can also be blank, as would be the case when preparing mailing labels that you intend to merge with an address data source. Click the Mailings tab and click Start Mail Merge in the Start Mail Merge group. Although you can select from several document types, including Letters, E-mail Messages, Envelopes, Labels, or a Directory, you can simply click Start Mail Merge Wizard for a step- by-step approach to developing a merged document. A wizard guides you through a process one step at a time, asking questions and using the responses to direct the end result. In the case of the Mail Merge wizard, step-by-step directions display in the Mail Merge pane on the right side of the main document. The self-explanatory options for the current step appear in the top portion of the pane, with a link to the next step shown at the bottom of the same pane. Figure 3.22 shows the first step in the Mail Merge process.

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Click the link to the next step at the bottom of the pane to move forward in the mail merge process. In subsequent steps, you can click a link to the previous step to correct any mistakes you might have made. As is typical of wizards, the Mail Merge wizard simplifies a task so you can follow obvious links to complete the process.

Select or Create a Recipient List

The first step in the mail merge process, shown in Figure 3.22, is to identify the type of document you are producing—letters, e-mail messages, envelopes, labels, or directory. If creating a form letter in which certain variable data will be inserted, you can begin with the main document, or letter, open (if you have already included merge fields in the document). If you have not yet created the form letter, you will begin with a blank document. Similarly, you would begin with a blank document when creating envelopes or labels. After indicating the document type, click Next: Starting document at the bottom of the Mail Merge task pane (refer to Figure 3.22). To use the current document, which is the default selection, click Next: Select recipients. Otherwise, you can select Start from existing document to begin the mail merge with an existing mail merge document, making changes to the content or recipients. If a template is available, you can also begin with a template.

The data source provides variable data to include in the document, such as recipient name, address, phone number, and company information. Each item of information is referred to as a field. For example, the data source might include a last name field, a first name field, a street address field, etc. A group of fields for a particular person or thing, pre- sented as a row in the data source, is called a record. Figure 3.23 illustrates a sample data source. Note that each record in the data source represents a person, with each record subdi- vided into fields. The data source shown in Figure 3.23 is an Access database table.

STEP 1››

FIGURE 3.22 Beginning a Mail Merge

Next: Starting document

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FIGURE 3.23 Mail Merge Data Source

A data source can be obtained from:

A Word document that contains records stored in a table, where each row after the first is a record and the top row contains headings (field names)

An Access database table

An Excel worksheet, where each row after the first contains records and the top row shows headings (field names)

A group of Outlook Contacts

The first row in the data source is called the header row and identifies the fields in the remaining rows. Each row beneath the header row contains a record, and every record con- tains the same fields in the same order—for example, Title, FirstName, LastName, etc.

If you do not have a preexisting list to use as a data source, you can create one. Select Type a New List in the Mail Merge pane to create a data source. Click Create in the Type a new list area. A New Address List dialog box displays with the most commonly used fields for a mail merge. You can enter data immediately or click Customize Columns to add, delete, or rename the fields to meet your particular needs. The data source is saved as an Access database file.

Use an Excel Worksheet as a Data Source

Because an Excel worksheet organizes data in columns and rows, it can be used to develop a data source that can be merged with a main document during a mail merge. With only a bit of introduction, you can learn to enter data in an Excel worksheet, designing columns and rows of data so that a lengthy address list can be easily maintained. With millions of columns and rows available in a single worksheet, Excel can store a huge number of records, making them available as you create a mail merge document. Figure 3.24 shows an Excel worksheet that can be used as a data source. Note the header row, with records beneath.

FIGURE 3.24 Excel Worksheet

Header row

Records

To merge a Word document with an Excel data source, select Use an existing list in Step 3 of the mail merge process (see Figure 3.25). Click Browse. Navigate to the Excel workbook and double-click the file.

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Use an Access Database as a Data Source

As a database program, Microsoft Access is designed to manage large amounts of data. An Access database typically contains one or more tables; each table is a collection of related records that contain fields of information. Access enables you to query a table, which is the process of filtering records to show only those that meet certain search criteria. For exam- ple, you might want to view only the records of employees who work in the Accounting department. If you want to send a personalized communication, such as a letter or e-mail, to all employees in the Accounting department, you could use the query as a basis for a mail merge. An Access table is well suited for use as a mail merge data source, due to its data- sheet design (approximating an Excel worksheet) and its propensity for filtering records. Figure 3.23 shows a sample Access table that could be used as a data source.

A Word table is organized in rows and columns, which is ideal for use as a data source in a mail merge. The first row in the Word table should include descriptive headers, with each subsequent row including a record from which data can be extracted during a mail merge process. The document used in a mail merge must contain a single table. You can also use a list of Outlook contacts as a data source. Select the list during the mail merge process.

Sort and Filter Records in a Data Source

Before merging a data source with the main document, you might want to rearrange records in the data source so that output from a mail merge is arranged accordingly. For example, you might want to sort the data source in alphabetical order by last name so that letters are arranged alphabetically or so that mailing labels print in order by last name. In addition, you could consider filtering a data source to limit the mail merge output based on particular criteria. You might, for example, want to print letters to send to Alabama clients only. By filtering a data source by state, using a criterion of Alabama, you could ensure that letters are sent to Alabama clients only.

After selecting a data source (during the mail merge process), you can choose to sort or filter records in the Mail Merge Recipients dialog box (see Figure 3.26). Click Sort to indicate one or more fields to sort by. Click Filter to specify criteria for including records that meet certain conditions during the merge process.

STEP 2››

FIGURE 3.25 Selecting an Existing List

Use an existing list

Browse for a data source

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Completing a Mail Merge The goal of a mail merge is often to produce a personalized document or e-mail that can be sent to multiple recipients. As the document is prepared, you will indicate locations of variable data, such as a mailing address or a personalized greeting. Such areas of information are called merge fields. After inserting merge fields, you will combine the main document with a data source, a process that results in a single document that includes items (often letters or labels) that are per- sonalized for each recipient. For example, if a data source contains 60 recipient addresses that are then merged with a main document (a letter with placeholders for variable data such as recipient name and address), the resulting merged document will contain 60 letters.

Insert Merge Fields

When you write a letter or create an e-mail in preparation for a mail merge, you will insert one or more merge fields in the main document in the location(s) of variable data. As shown in Figure 3.27, the Mail Merge wizard enables you to select an Address block, Greeting line, or other item that can be included as a placeholder in the main document. The data source must contain fields that are recognizably named. For example, a field containing last names should be given a field name that is likely to be recognized as containing a person’s last name, such as Last Name. Because a merge field corresponds with a field in the data source, matching the two fields guar- antees that the right data will be inserted into the main document when you complete the merge.

STEP 3››

FIGURE 3.26 Sorting and Filtering a Data Source

Sort records

Filter records

FIGURE 3.27 Inserting Merge Fields

Next step

Select a merge !eld

Merge !eld selected and placed in main document

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Merge fields display in the main document within angle brackets, for example <<AddressBlock>>, <<FirstName>>, or <<Donation>>. Those entries are not typed explic- itly but are entered automatically when you select one of the fields that displays in Step 4 of the Mail Merge wizard (see Figure 3.27). As the document is merged with a data source, data from the data source will be placed in the position of the merge fields. Therefore, <<AddressBlock>> will not display in the merged document; instead a particular recipient’s multiline mailing address will be shown, followed by the same letter addressed to another recipient in the data source.

Merge a Main Document and a Data Source

After you create the main document and identify the source data, you are ready to begin the merge process. The merge process examines each record in the data source, and when a match is found, it replaces the merge field in the main document with the information from the data source. A copy of the main document is created for each record in the data source, creating individualized documents.

To complete the merge, click Next: Preview your letters (see Figure 3.27). You can view each merged document, making changes to the recipient list, if necessary. Click Next: Complete the merge. Two options display: Edit individual letters (or other document) and Print. To create a merged document, select Edit individual letters. This enables you to pre- view each page of the merged document prior to saving or printing. If you select Print, you will have the opportunity to specify which pages to print; however, you cannot preview the document prior to printing. To conserve paper, you should choose Edit individual letters and use Print only when you are ready to print.

The same data source can be used to create multiple sets of form documents. You could, for example, create a marketing campaign in which you send an initial letter to the entire list, and then send follow-up letters at periodic intervals to the same mailing list. Alternatively, you could filter the original mailing list to include only a subset of names, such as the indi- viduals who responded to the initial letter. You could also create a different set of documents, such as envelopes, labels, or e-mail messages.

STEP 4››

1. What forms of output can you create as an end result of a mail merge? p. 289

2. Assume you are describing Word’s Mail Merge feature to a person who is unfamiliar with Word. How would you describe it, and what would you say is a major reason for using Mail Merge? p. 289

3. List three types of data sources that can be used in a mail merge process. p. 291

Quick

Concepts

✓

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HOE3 TrainingWatch the Video for this Hands- On Exercise!

3 Mail Merge This executive summary is ready to send to members of the board of trustees. You will merge a form letter with a data source of addresses, merging fields in the process to personalize each letter.

Skills covered:

and a Data Source

STEP 1 ›› CREATE A RECIPIENT LIST You will use Word to create a recipient list, including the names and addresses of members of the board of trustees. Refer to Figure 3.28 as you complete Step 1.

Hands-On Exercises

a. Open w03h3Letter.

b. Click the MAILINGS tab and click Start Mail Merge in the Start Mail Merge group. Click Step-by-Step Mail Merge Wizard. Ensure that Letters is selected in the Select document type area of the Mail Merge pane and click Next: Starting document at the bottom of the Mail Merge pane.

c. Ensure that Use the current document is selected in the Select starting document area. Click Next: Select recipients.

d. Select Type a new list in the Select recipients area and click Create. Type the information in the table below, pressing Tab to move from one field (column) to another. You will not include data in the country, phone, or e-mail fields. Tab through all fields and continue entering data on a new row for a new record. After typing the last record, click OK.

Title First Name Last Name Company Address 1 Address 2 City State ZIP

Dr. Kurtis Brackin Alco Insurance 1132 Hendrix Lane Sim Creek NE 68801

Dr. Holly Lowe Lowe & Assoc. 459 Hwy. 34 Oglala NE 68604

Mr. Alex Nai Timmons, P.A. 20 Grant Street Navarre NE 68811

Ms. Rebecca Hardin Belk, Inc. 3008 Beltline Hwy. Suite 10 Dinsford NE 68445

Dr. Tarish Staffel ECM Hospital 45777 Riverbend

Drive

Florence NE 68803

FIGURE 3.28 Creating a Recipient List

Step f: Select the data source

Step d: Type a new list

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a. Click Edit recipient list in the Use an existing list area on the Mail Merge pane. Click Sort in the Refine recipient list area of the Mail Merge Recipients dialog box.

You open the data source in order to sort it.

b. Click the Sort by arrow, scroll down, and then click City. Sort order is Ascending. Click the Then by arrow and click Last Name. Sort order should be Ascending. Click OK.

c. Scroll to the right to confirm that records are sorted by City. Scroll back to the left and confirm that the two records with a city of Navarre (records 3 and 4) are also sorted by Last Name. Click OK.

e. Type Trustees in the File name box and click Save to save the data source with your student files.

The address list displays as shown in Figure 3.28, with all recipients checked. It is an Access database. Note that you can deselect any recipients to which you do not want to send the letter. In this case, you will send the letter to all.

f. Click Trustees.mdb in the Data Source box. Click Edit. Click New Entry and add the following record. After typing the record, click OK. Click Yes. Click OK.

Mr. Robert Cobb Tremont Insurance Rt. 19 Navarre NE 68811

You inadvertently left off one of the trustees, so you add him to the data source.

STEP 2 ›› SORT AND FILTER RECORDS IN A DATA SOURCE You will sort the records alphabetically by city and then by recipient last name. Refer to Figure 3.29 as you complete Step 2.

FIGURE 3.29 Sorting a Recipient List

Step a: Edit recipient list

Step a: Sort

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a. Click after 2016 in the first line of the document. Press Enter. Click Next: Write your letter at the bottom of the Mail Merge pane. Click Address block in the Mail Merge pane. Note the address in the Preview area. Ensure that Insert recipient’s name in this format, Insert company name, and Insert postal address are selected. Click OK.

The AddressBlock merge field is inserted, with double chevrons on each side, indicating its status.

b. Press Enter. Type Dear and press Space. Click More items in the Mail Merge pane. With Title selected, click Insert. Click Close. Press Space. Click More items, click Last Name, click Insert, and then click Close. Type :.

You add a salutation, including the title and last name, followed by a colon (:).

c. Click Next: Preview your letters in the Mail Merge pane. Select the address block, from the recipient name through the line preceding the city and state. Do not select the line containing the city, state, and ZIP code. Click the HOME tab, click the Paragraph Dialog Box Launcher, and then change the paragraph spacing after to 0 pt. Click OK.

One letter is shown. Note the personalized inside address and salutation.

FIGURE 3.30 Inserting Merge Fields

Step c: Preview letters

Steps a–b: Inserted merge !elds

Steps a–b: Selected merge !elds

TROUBLESHOOTING: If you make a mistake when entering merge !elds, you can backspace or otherwise delete a !eld.

STEP 3 ›› INSERT MERGE FIELDS Although the body of the letter will be the same for all recipients, you will create merge fields to accommodate variable data, including each recipient’s name and address. Refer to Figure 3.30 as you complete Step 3.

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a. Click Next: Complete the merge at the bottom of the Mail Merge pane. Click Edit individual letters. Ensure that All is selected in the Merge to New Document dialog box and click OK.

Scroll through the letters, noting that each address and salutation is unique to the recipient. The main document and data source were merged to create a new document titled Letters1. You will save the document.

b. Click the FILE tab and click Save As. Navigate to the location where you save your files and change the file name to w03h3Merge_LastFirst. Click Save. Close the document. Close w03h3Letter without saving it.

c. Exit Word and submit the merged document as directed by your instructor.

FIGURE 3.31 Completing a Mail Merge

Step a: New document contains six merged letters

STEP 4 ›› MERGE A MAIN DOCUMENT AND A DATA SOURCE Having inserted merge fields into the form letter, the letter is complete. You will now merge the main document with the data source so that each letter is personally addressed and ready to be printed. Refer to Figure 3.31 as you complete Step 4.